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HomeMy WebLinkAboutResolution - 2008-R0477 - Purchase Order Contract For A Cargo Van - Frontier Dodge - 12/04/2008Resolution No. 2008-RO477 December 4, 2008 Item No. 5.23 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute a Purchase Order Contract and any associated documents with Frontier Dodge of Lubbock, Texas, for purchase of a cargo van per ITB 08 -088 -FO, which Purchase Order Contract and any associated documents are attached hereto as Exhibit A and made a part hereof for all intents and purposes. Passed by the City Council this 4th day of December '2008. �. TOM MA TIN, MAYOR ATTEST: Rebe ca Garza, City Secretary APPROVED AS TO CONTENT: City Manager/Transportation & Public Works APPROVED AS TO FORM: Don Vandiver, DDres/FrontierpodgePOconMes November 24, 2008 T0: PURCHASE ORDER SHIP T0: FRONTIER DODGE 5801 SPUR 327 LUBBOCK TX 79424 4548 CITY OF LUBBOCK ACCOUNTS PAYABLE P.O. BOX 2000 LUBBOCK, TX 79457 BY: Exhibit A Page - 1 Date - 11/24/08 Order No. - 339730 000 OP Brn/Plt - 3511 CITY OF LUBBOCK AUTO PARTS WAREHOUSE 204 MUNICIPAL DRIVE LUBBOCK TX 79404 Ordered - 11/24/08 Freight FOB Destination-Frt Prepa d ----------- ------------- Requested - 11/24/08 Taken By - FELIX ORTA Delivery - PER T. VASKO REQ# 31912 BID# 08 -088 -FO Description / Supplier Ite Ordered UM -- Unit Cost ----------- UM -- Extension Req. Dt ---------------------------- 2008 DODGE SPRINTER VAN ........... 1.000 EA 49,913.0000 EA 49,913.00 03/04/09 This purchase order encumbers funds in the amount of $49,913, for the purchase of Sprinter Van awarded on December 4, 2008, to Frontier Dodge, of Lubbock, Texas, in accordance with Frontier Dodge response to ITB#08- 088-FO. The following is incorporated into and made part of this purchase order by reference: Bid submitted by your firm including the Bid Form, Specifications, and General Conditions of ITB# 08 -088 -FO. Resolution# 2008—RO477 CITY OF LUBBOCK ATTEST: (J'/�� Tom Martin, Mayor Rebe)ca Garza, City Secreary TotaLO er ------------------------- ------ - Terms NET 30 49,913.00 ITB #06 -088 -FO, Diesel Engine Cargo Van SUBMIT TO: CITY OF LUBBOCK t CITY OF LUBBOCK, TEXAS Purchasing 8c Contract Management 1625 13'b Street, Rin 204 1 Lubbock, Tx 79401-3830 AN EQUAL INVITATION TO BID CONTACT PERSON: Fels: Orts, Senior Buyer OPPORTUNITY EMPLOYER #08-088—FO TEL: 806.775.2167 FAX: 806.7752164 http://purchasing.ci.lubbock.tx.us TITLE: Diesel Engine Cargo Van SUBMITTAL DEADLINE: October 15, 2008 Q 3:00 p.m, CST PRE BID DATE, TIME AND LOCATION: October 2, 2008 at 10:00 Mr bidr,rc -vd *r d- a11° --d de" lu"*d ah-w,"g"Id"` Of` A.M. in the City Hall, 1625 13* Street, Purchasing Conference suleaf , snail be reeffsad WxWxed Room 204 LubbocI4 Texas. RESPONDENT NAME: LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, ( r2 THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. MAILING ADDRESS: -r�,� 6* 0 l '::z,� Z 11 IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE "STATEMENT OF NO BID". CITY — STATE — ZIP: THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT LIAA Z`'C -7 Ct 14INFORMALITY ANY AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY IN THE COMPETITIVE BID PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE TELEPHONE NO: IN THE BEST INTEREST OF THE CITY. IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS FAX NO'r' 25-LI532 SC) (P 7GG ` REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY TO ADVISE THE CITY OF LUBBOCK PURCHASING E-MAIL: Q q��)S20T�1•il�rli. MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS ITB TO A SINGLE SOURCE. SUCH FEDERAL TAX m NO. OR SOCIAL SECURITY NO. NOTIFICATION MUST BE SUBMITTED IN WRITING AND MUST BE 121j +t RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE (5) (0 ` BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE. THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON RFPDEPOT.COM The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be interested in the sale to the City of any supplies, equipment, material or artiSWpurchased. Will) any officer or employee of the City, or member of their immediate family, benefit from the award of this bid to the above rum?_ YES V' NO IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND SPECIFICATIONS, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR FURNISHING THE MATERIAL, EQUIPMENT, LABOR AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE ATTACHED BID FORM AND AGREES TO DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE Bin FORM. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION. By my signature I certify that this offer is made w' prior understadin& agreement, or connection with any corporation, firm, business entity, or person submitting an offer for the same materiupph" , equipment, or service(s), and is in all napects fair and without collusion or &and I further agree that if the offer is accepted, hereafter a under the Parc or acgmr by ti pa int to the v r. Authorized Signature ey,Kod- or transfer to the City of Lubbock all right, tide, and mtaeat m and to all causes of action a may now or lawUnited States and the State of Texas for price fixing rotating to the Particular commodity(s) or service (a) Gub the C' 's discretion, such assignment shall be made and become effective at the time the City tenders final Tille --R,a,744 Wi rpt s //- =dCp Print/Type Name Date THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE. 08-088-FO.doc ITB 1108 -088 -FO, Diesel Engine Cargo Van BID FORM Diesel Engine Cargo Van CITY OF LUBBOCK, TEXAS ITB #0"WFO In compliance with the Invitation to Bid #08 -088 -FO, the undersigned Bidder having examined the Invitation to Bid and Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations and for the prices set forth on this form The Invitation to Bid # 08 -088 -FO is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. *PRICE: F.O.B, Destination, Freight Pre -Paid and Avowed *`Days Affer xeMPT or User (AKU) The City of Lubbock reserves the right to reject any or all bids, reject arr particular item on a quote, and to waive immaterial formalities. The undersigned hereby offers to furnish and deliver the articles or services as specified above at the prices and terms there stated and in strict accordance with the specifications and general corliditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal. PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of _ 2r'%, net —calendar to days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not considered. MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else, including its most favoured customer, for like quality and quantity of the products/services; does not include an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower prices) on all deliveries made during the period in which such lower price(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and property authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall 'indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Fr±euship independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES_ NO • If you (the bidder) checked YES, the following will apply: 08-088-Mdoc 4 Delivery (Days)** Unit UNIT PRICE* EXTENDED After Receipt of ITEM QTY of DESCRIPTION BID COST Order Measure i . 1 Each Diesel Engine Cargo Van with a $ �o $ TO High Roof .� � Year Model: 2- t NTa *PRICE: F.O.B, Destination, Freight Pre -Paid and Avowed *`Days Affer xeMPT or User (AKU) The City of Lubbock reserves the right to reject any or all bids, reject arr particular item on a quote, and to waive immaterial formalities. The undersigned hereby offers to furnish and deliver the articles or services as specified above at the prices and terms there stated and in strict accordance with the specifications and general corliditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal. PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of _ 2r'%, net —calendar to days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not considered. MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else, including its most favoured customer, for like quality and quantity of the products/services; does not include an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower prices) on all deliveries made during the period in which such lower price(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and property authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall 'indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Fr±euship independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES_ NO • If you (the bidder) checked YES, the following will apply: 08-088-Mdoc 4 arB SOSMS-FO. Diesel Engine Cargo Van YES r NO • If you (the bidder) checked YES, the following will apply: • Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity will order their own materials/service as needed. THIS BID IS SUBMITTED BY rm� 1 2 a corporation organized under the laws of the State Of or a partnership consisting of or individual trading as S o✓wertr - of the City of Firm: moa C. Address: 5B� `�t'•i-�'c.. �Z % City: Z --14t313 Cd StateMc zip `71 Z M/WBE Firm woman Black American Native American Hispanic American Asian Pacific Amen4 I Other S Any entity or person that manufactures, distributes, converts new motor vehicles (or represents an entity that manufactures, distributes, or converts new motor vehicles) or is in the business of buying, exchanging, or selling new motor vehicles is required under the Tex. Occ. Code. Chapter 2301 to be licensed by Motor Vehicle Division of the Texas Department of Transportation. In order for a bid to be in compliance with the Motor Vehicle Commission Code, the bidder must hold and provide all applicable current valid licenses issued by the State of Texas: 4 L' 1. Name "� _ and Manufacture's License No. l 3 LQ L 2. Name and Converter's License No. 3. Name and Representative's License No. 4. Name and F hire Dealer's License No. General istinguis ' g N '—D t --P, Le (Franchised TX dealer) By Date: i G - Z.1- 6 ,� Authorize epresentative - muit sign by Kand Officer Name and Please Print Business Telephone Number W (i-71 O - FAX: �0%v- -Xf 7s3 FOR CITY USE ONLY Bid Form Item Number(s) Awarded to Above Named Firn0ndividual: Date of Award by City Council (for bids over $25, 000): Date P.O./Contract Issued: RETURN COMPLETED & SIGNED BID FORM ALONG WITH CITY OF LUBBOCK SPECIFICATIONS. LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE II'B NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. City of Lubbock, TX Fleet Services Bid Tabulation Analysis December 4, 2008 ITB 088 -0 -FO Diesel Engine Cargo Van Item Qty UlM Description/Vendor Location Unit Cost Total 1 1 EA Diesel Engine Cargo Van Frontier Dodge Lubbock, TX $ 49,913 49,913 No Bid Shamrock Chevrolet Lubbock, TX Page I of I